Policies for Events & Conferences at Otterbein

Internal Event Policies

University Facility Policies

All events scheduled by Otterbein students, faculty, and staff that are intended to further the mission and programs of Otterbein University will not be assessed a rental fee.

Events scheduled by entities outside of the Otterbein community or by Otterbein students, faculty and staff for events that are not closely related to the Otterbein University mission or programs will be assessed a fee.

Order of Priority for Scheduling of Facilities:

  • Departmental classes/events, rehearsals and concerts.
  • Otterbein organizations.
  • Professional affiliations of members of the Otterbein community – No fee will be charged unless the organization is charging an attendance fee or there is a personal financial gain by a member of the campus community or the organization with which they are affiliated.
  • All other requests will be considered on a case-by-case basis as space permits by the Vice President and Dean for Student Affairs.

The University does not reserve facilities to outside groups when school is in session unless it is of great benefit to the Otterbein community. All such requests must be made at least one month in advance so that review by the Vice President and Dean for Student Affairs can be made in a timely manner. Exceptions to this time frame will be reviewed by the building manager in consultations with the Vice President for Student Affairs.

Campus Facilities for External Events

University Facility Policies

  • Otterbein University does not accept requests for room reservations from external groups for events/meetings to be held while classes are in session (Academic Calendar).
  • Groups may not rent space on campus for the intention of conducting a business on campus or a fund-raising operation.
  • All beverage and food needs should be arranged through Otterbein Food Service (Parkhurst Dining). No food is allowed from outside vendors.
  • No alcohol is permitted on campus.
  • Groups are expected to follow all local, state and federal laws.
  • All approved external groups must sign a facilities use agreement and provide proof of insurance, with Otterbein covered as co-insured during the event.
  • Upon approval of request, policies specific to the type of event and facility reserved will be provided to the external group coordinator.
  • Please allow a minimum of four weeks’ notice for all facility requests.